Planning and Conducting the Video Teleconference
Videoconference Program Distribution
The video teleconference is used for a "one time" program ranging from one to four hours. It uses traditional television technology and is transmitted live to multiple sites for predetermined groups usually via satellite. Viewers call in on existing telephone lines and ask questions or make comments which everyone can hear. The primary reasons for using a video teleconference include: (1) saves money and time in travel, (2) it can reach many people at different locations simultaneously, and (3) it can be highly motivational.
Videoconference Program Distribution
A video teleconference requires an origination site (uplink), which has planned the video teleconference and from which all television signals originate. It also requires reception sites (down link) which receive the program on either TV monitors or on a video projection system. Telephones are available to the group for interaction with the originating site.
How to choose the most appropriate system to meet your needs
Choosing the most appropriate system depends on a number of factors:
- Size of the group and type of interaction needed is important. As the size of the group increases, the chances for individual interaction is decreased.
- Where should the primary information originate?
- Should everyone have an equal chance to interact?
- Who will moderate discussion between origination site and receive sites? Between sites?
Videoconference Formats
The amount and kind of interactions will be heavily influenced by the type of teleconference format that the planner chooses. There are four common types of videoconference formats:
- Traditional lecture
- Workshop/Seminar
- Panel Discussion
- Interview
Tradition Lecture
In a traditional lecture, the presenter presents to the audience with or without the use of handouts. They are usually under illustrated or poorly illustrated unless the presenter has planned for a television presentation. This has been called the "talking head" format. At completion of the presentation, participants call in their questions which are heard by all participants at different locations. The lecture format can be inspirational, informational, and motivational. The lecture can be enhanced if well planned for television.
Workshop/Seminar Format
The workshop or seminar format is usually the longest type of conference and employs a variety of activities and presentations. It is also the most complex to plan and implement This format can utilize pre-class activities in the form of readings, exercises, or case studies which are completed before the teleconference begins and assumes a common entry skill level of all participants. During the workshop, the planner can use a variety of:
- 10-20 minute lecturettes followed by questions
- Exercises
- Activities to be completed on site
- Focused discussions
- Brainstorming to solve problems
At the completion of the workshop the planners could request a follow-up paper in the form of recommendations from individuals or groups. The workshop can be exciting and stimulating, but requires detailed planning.
The use of site facilitators is also an option within this format.
Panel Discussion Format
The panel discussion format is used to bring a group of subject matter experts together to present different points of view. 'Mere must be an expert moderator to keep the panel on the track and to prevent one person from monopolizing the time. The panel members should not "lecture" on their topic, but should respond as a natural dialogue. The use of a panel discussion needs to be planned. There should be a clear schedule with time constraints. The moderator should send some of the questions that s/he will ask. At the completion of the panel discussions, the audience is requested to ask questions and comment on different points of view. Questions/comments should be directed at panel members by name.
It is the responsibility of the panel moderator to:
- Introduce the topic and a brief rationale as to why it was chosen.
- Introduce each panel member.
- Review the ground rules.
- Begin the discussion by directing questions at panel members and inviting comments from other panel members.
- Summarize
- Invite/screen questions from the audience.
Interview Format
The interview format requires the least amount of preparation on the part of the presenter. It can be free form or off-the-cuff questions on a predetermined subject where the response from one question stimulates another question. The interview can also be structured where the interviewer reads prepared questions and the interviewee responds without prior preparation. The last form of interview is the scripted interview where the interviewer sends prepared questions to the interviewee who, in turn, prepares written responses which are read. At the completion of the interview, participants are invited to call in with questions.
Planning the Video Teleconference
Too many video teleconferences are underplanned and the results show it. Conducting a successful video teleconference requires detailed planning so that no one is caught off guard. It is wiser to overplan than underplan.
Components that Need to be Planned
- Objectives of the teleconference—what do you want the conferees to know and do as a result of having participated in the teleconference?
- What audience(s) do you want to reach and why?
- a. Where are these audiences located?
- b. How can they be located? By whom? At what cost?
- What videoconference format will help you to achieve your objectives?
- Who will coordinate your videoconference? Why?
- How much lead planning time do you need?
- a. Uplink/downlink locations—availability, cost, time of day
- b. Speakers/moderators/panelists
- c. Site facilitators
- d. Printing of handouts
- e. Marketing/promotion
- f. Delivery of on-site materials
- g. Time of day
- Marketing/promotion—distribution lists
- a. Newspaper/TV/radio
- b. Fliers/mailouts
- c. Trifold brochures
- d. Correspondence and personal contacts
- e. Posters
- Budgeting
- Clerical
- Amenities
- a. Food: on-location or movement to another location
-
- Rolls
- Coffee
- Brown bag
- Hot lunch
- Soft drinks
- b. Parking
- c. Handicapped parking
- d. Lavatories
- Program Production
- a. Pre-conference activities (30-60 minutes)—prior to beginning the videoconference for:
-
- On-site registration of participants
- Review of objectives
- Related lecturer
- b. Post-conference activities (30-60 minutes)
-
- Evaluation of the teleconference
- Summary and discussion
- Recommendations for action
- Balloting, if appropriate
- Program Evaluation
Budgeting for Your Videoconference
Anticipated Cost
Quoted Cost
Actual Cost
- Satellite transponder time affected by:
- a. Day of week
- b. Time of day
- c. Length
- Uplink access station
- Rental of downlink sites
- Site facilitators
- a. Salary
- b. Training
- Speakers
- a. Preparation
- b. Travel
- c. Amenities
- Marketing
- a. Distribution list
- b. Clerical
- c. Postage
- d. Printing
-
- Tri-fold brochures
- One page fliers
- e. Mail
- f. Newspaper adds
- g. Radio/TV
- h. Journals
- Amenities
- a. Coffee
- b. Donuts
- c. Lunches
- d. Soft drinks
- Telephone 800 line(s)
- Print/duplication
- a. Pre-class materials
- b. Registration
- c. Presenter handouts
- Program evaluation
- Administrative costs
- Consultants
Role of the Site Facilitator
Whether you are using-one site or a dozen sites, the role of your site facilitator is critical to the success of your videoconference. This person must know exactly what is expected of him/her and what functions s/he is expected to fulfill. For example, do you expect your site coordinator:
- To be knowledgeable in the subject field?
- To distribute and coordinate learning activities?
- To teach a small segment?
- To receive and distribute handouts and collect completed exercises?
- To conduct on-site registration and collect fees?
- To certify attendance for C.E.U.?
- To act as the local moderator?
- To operate on-site TV/AV equipment?
- Proctor a test/quiz?
- To coordinate amenities including parking and food?
- To conduct local promotion?
- To introduce local participants?
- To conduct follow-up activities?
If your response to many of these questions is "yes," then you need to develop a site facilitators' operational document which spells out in writing exactly what you expect of the site facilitator so that all specifics are agreed upon in advance.
| 
